Legal Secretary jobs in La Crosse, WI

The City of La Crosse is currently accepting applications for the full-time position of LEGAL ASSISTANT within the Legal Department. The purpose of this position is to provide office administrative support and receptionist duties, including accounts payable and receivables, billing, various research projects, insurance, claims management, coordinating support services for equipment, supplies, and services, answering and directing incoming telephone calls, greeting, assisting, and managing expectations of visitors and callers, protecting confidential information, scheduling, filing, scanning, photocopying and general correspondences. The work is performed under the direction of the City Attorney, Deputy City Attorney, and Assistant City Attorney. 

REQUIREMENTS: Associate degree in Administrative Professional or equivalent. Two to three years of administrative assistant experience, or any combination of education and experience that provides equivalent knowledge, skills, and abilities. Effective public relations skills and telephone skills required. Candidate must be proficient in Microsoft Office Suite. Ability to obtain Notary Public Commission. 

Starting wage for this non-exempt, confidential position is $24.29 - $27.82 per hour depending on qualifications.

Benefits: The City offers a comprehensive benefit package including medical insurance, voluntary dental and vision plan, Wisconsin Retirement Plan, flexible spending account, deferred compensation, Roth IRA, life insurance, income continuation insurance, paid holidays, vacation, sick leave, and a variety of wellness initiatives. Benefit perks: low medical plan premium costs having a $400 deductible, participation in the Wisconsin Retirement System with a 6.9% employer contribution, 10 paid holidays, ability to earn sick days and vacation time available at time of hire.

Selected candidate is subject to a background check and post-offer/pre-employment drug screen. Applications accepted until position is filled, with an initial review date of March 15th, 2024. To be considered, submit an employment application, resume and cover letter. 

Purpose of Position

The purpose of this confidential position is to provide office administrative support and receptionist duties, including accounts payable and receivables, billing, various research projects, insurance, claims management, coordinating support services for equipment, supplies, and services, answering and directing incoming telephone calls, greeting, assisting and managing expectations of visitors and callers, protecting confidential information by controlling entry of persons into Legal Department, scheduling, filing, scanning, photocopying and general correspondence.  The work is performed under the direction of the City Attorney, Deputy City Attorney, and Assistant City Attorney.  

Essential Duties and Responsibilities

The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

Greets and screens visitors. Receives, screens and directs telephone calls. Responds to inquiries or refers to appropriate person or agency.  Takes and relays messages.

Performs clerical duties such as composing letters, correspondence, forms and legal documents from written or oral instructions using computer word processing techniques and equipment, and reading and routing incoming mail.  Attends meetings and takes notes and minutes.  Transcribes dictation of correspondence, reports, memoranda, meeting minutes and other department materials, some of which may be confidential, specialized or technical.

Performs debt collection using the tax refund intercept program and other methods including direct contact with debtors.  Maintains and updates debt on case management software, coordinates with other departments and utilities, reviews contracts and licenses for delinquent debts, sends out notices of intent to certify debt, creates memoranda and collects invoices to send to the Finance Department on the debt collected and responds to debtor inquiries.  Maintains confidentiality of information of individuals and corporations.

Assists with processing claims filed against the City, as directed, such as receiving claims, investigating, obtaining and organizing information and records from other departments, and communicating and coordinating with the City’s insurance carriers.  Communicates with claimants and attorneys on claim status and resolution, including sending correspondence  Utilizes insurance carrier software and database for claims management.

Assists with insurance-related inquiries from other departments, including communicating with and obtaining certificates of insurance.

Maintains and updates monthly statements of value for City-owned real estate, improvements, and vehicles.   Coordinates with departments on any additions, deletions, valuations, and revisions to property.  Maintains case management software to report all changes and communicates the same to City’s insurance carriers.  

Assists attorneys with municipal prosecution case preparation, including obtaining information from other departments, scheduling of pretrial conferences, drafting subpoenas, and communicating with witnesses.

Processes invoices for payment using various financial software and payment systems.

Opens, maintains, closes and archives case files as directed. Files correspondence, legal documents, forms, notes and other records in the Legal Department case management system.

Performs various legal research projects for the department.

Prepares computer presentations for the department.

Schedules and tracks meetings, appointments and court appearances.  Utilizes federal and state court electronic filing systems.   Maintains and uses a reliable calendar management system to ensure compliance with deadlines.  May assist with meeting preparations including compiling meeting informational materials or exhibits.  

Prepares, reviews, submits and monitors capital and operating budget requests.  Monitors budgets for pending legal matters.   Prepares budget status reports.  Updates spreadsheets and case management software used for budgeting and compiles data for budget process.

Registers attorneys for conferences, meetings, and seminars.  Arranges travel and lodging accommodations.  Coordinates the schedules of attorneys.  Maintains Legal Department schedule.  

Searches for applicable records at local, state, or federal agencies.  Files documents and resolves issues at the Register of Deeds.

Maintains law library by obtaining and updating publications and other legal materials in hard copy and electronically and removes outdated materials as needed.

Maintains confidential information, attorney-client privilege and attorney work product.  Confidential information includes proprietary, medical, and personal identifying information.

Establish and maintain effective working relationships with City department heads, staff, elected officials, and members of boards and commissions.   Assist with answering questions, concerns and directing parties to the appropriate department as needed.

Manages media inquiries and expectations.

Determines priority of daily work functions and performs same.

Maintains regular and predictable on-site attendance.

Other duties/projects as assigned.

Additional Tasks and Responsibilities

While the following tasks are necessary for the work of the unit, they are not an essential part of the purpose of this position and may also be performed by other unit members.

Notarizes documents as requested.

Picks up, opens, sorts and distributes incoming mail.  Processes outgoing mail.

Photocopies, scans and electronically sends materials.

Orders and picks up office supplies.

Maintains office equipment.   Notifies service personnel regarding service/repair needs.  

Orders publications for department law library.

Minimum Training and Experience Required to Perform Essential Job Functions

Associate degree in Administrative Professional or equivalent.  Two to three years of administrative assistant experience, or any combination of education and experience that provides equivalent knowledge, skills and abilities.  Effective public relations skills and telephone skills required.  Candidate must be proficient in Microsoft Office Suite. Ability to obtain Notary Public Commission.    

Physical and Mental Abilities Required to Perform Essential Job Functions

Language Ability and Interpersonal Communication

Ability to analyze and categorize data and information in order to determine the relationship of the data with reference to established criteria/standards.  Ability to compare, count, differentiate, measure, assemble, copy and record and transcribe data and information.  Ability to classify, compute and tabulate data.

Ability to advise and provide interpretation to others on how to apply policies, procedures and standards to specific situations.

Ability to utilize a variety of advisory data and information such as claims against the City, meeting notices, meeting agenda, meeting minutes, schedules/calendar, legal documents, ordinances, resolutions, job applications, requisition orders, cash receipts, maps, contracts, file indexes, federal and state law, law books, legal directories, City directory, computer software operating manuals, procedures, guidelines and non-routine correspondence.  

Ability to communicate orally and in writing with attorneys, City department heads, office staff, Common Council, court support personnel, judges, vendor representatives, and the general public.  

Mathematical Ability

Ability to add, subtract, multiply and divide, and calculate percentages, fractions and decimals.    

Judgment and Situational Reasoning Ability

Ability to use functional reasoning and apply rational judgment in performing diversified work activities.

Ability to exercise the judgment, decisiveness and creativity required in situations involving the evaluation of information against measurable criteria.

Ability to maintain professionalism, integrity, and credibility in confrontational situations.

Physical Requirements

Ability to operate a variety of office equipment including computer terminal, telephone, paper shredder, dictation machines, computer printer, calculator/adding machine and photocopier.  

Ability to coordinate eyes, hands, feet and limbs in performing skilled movements such as rapid keyboard use.

Ability to exert light physical effort in sedentary to light work, but which may involve some stooping, kneeling, lifting, carrying, pushing and pulling.  

Ability to sustain prolonged visual concentration.

Environmental Adaptability

Tasks are regularly performed in safe and comfortable surroundings without exposure to adverse environmental conditions.

The City of La Crosse is an Equal Opportunity Employer.  In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.